Multi-Utilities Administrator in Derby

This established position plays a key role in supporting the day-to-day operations of our Multi-Utilities & SHEQ team. As an Administrator, you will provide essential coordination, documentation management, and customer/contractor support to ensure smooth and efficient delivery of services across our water, gas, power, and SHEQ functions. Working closely with operational teams, you will help maintain our high standards of accuracy, compliance, and service, contributing to the ongoing success of the department.

Key Responsibilities

• Administrative & Office Support:
  • Provide administrative support to operational, engineering, SHEQ and project teams.
  • Manage incoming calls, emails, and enquiries from clients, contractors, and internal teams.
  • Maintain accurate records, reports, and databases relating to projects, permits, site works, and utilities documentation.
  • Prepare and distribute correspondence, reports, purchase orders, and meeting minutes.
  • Enter and update data across internal systems.
• Project & Operational Support:
  • Assist with scheduling work, coordinating site access, and issuing job packs.
  • Track project progress and ensure documentation is up to date.
  • Support the processing of permits, connection requests, and compliance forms.
  • Liaise with field teams to ensure jobs are completed within required timeframes.
• Customer & Stakeholder Coordination:
  • Handle customer queries professionally, ensuring timely resolutions.
  • Communicate with local authorities, utility providers, contractors, and suppliers.
  • Maintain positive working relationships with internal teams and external stakeholders.
• Re-Flow Field Management App:
  • Support the setup, administration, and day-to-day maintenance of Re-Flow as the field management app used to connect office-based teams with operatives working on site.
  • Create and update jobs, allocate relevant documents, forms, locations, resources, and equipment, and ensure information is accurate before being issued to field teams.
  • Monitor live job progress, form submissions, photographs, signatures, timesheets, and completion evidence to maintain clear records and support operational visibility.
  • Assist with digital forms and workflows, helping ensure site documentation, compliance checks, and audit trails are completed consistently and stored correctly.
  • Provide basic user support to office and field teams, helping resolve access, scheduling, communication, and data capture queries where required.

Essential Competence and Training

• Strong administrative and organisational skills.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Excellent communication skills, both written and verbal.
• Ability to multitask and work effectively under pressure.
• Strong attention to detail and accuracy.

Personal Attributes

• Proactive and able to take initiative.
• Team player with a collaborative mindset.
• Problem-solver with a positive, professional attitude.
• Adaptable and comfortable working in a dynamic environment.

Desirable Competence and Training

• Experience in the utilities, construction, engineering, or infrastructure sectors.
• Familiarity with operational scheduling or project coordination.
• Knowledge of industry-specific systems (GIS platforms, CRM systems, etc.).
• Understanding of utility regulations (water/gas/electric/telecoms).